Referral Specialist

Overview

This role coordinates incoming attorney referrals and refers cases out for a plaintiff’s personal injury and medical malpractice practice. The Referral Specialist manages communications, documentation, follow-up, and financial tracking in collaboration with Marketing, Intake, Attorney Teams, Finance, and referral partners. The organization serves clients throughout the nation and has offices in Texas, Colorado, Arizona, New Mexico, and Florida.

Responsibilities

Incoming attorney referrals

• Receive, acknowledge, and track incoming referrals.
• Verify the referring firm, attorney contact information, referral source, current representation, and authorization for client contact before outreach.
• Gather complete intake information, case summaries, available records, and reported deadlines.
• Coordinate conflict checks and attorney review; flag missing information and urgent issues.
• Follow each referral through review and an acceptance, decline, or referral decision.
• Keep the referring firm informed as update requests come in, coordinating timely client intake and handoff to the assigned legal team.
• Obtain and save attorney-approved referral agreements, client engagement documents, and supporting records.
• Record approved fee arrangements and responsibilities; escalate incomplete or inconsistent referral terms.

Outgoing referrals

• Maintain the pending referral queue, prepare case summaries, and send complete, authorized referrals to approved firms following attorney direction and/or firm procedures.
• Follow up on pending placements.
• Coordinate receiving counsel’s written acceptance, attorney-approved referral terms, and required client consent.
• Draft withdrawal and transfer letters and obtain signed client agreement and consent before completing transfers.
• Securely transmit authorized case files, confirm receipt, and ensure the receiving attorney’s acceptance of representation.
• Update assignments and case status.
• Route unplaced or declined matters to the responsible attorney and complete approved rejection and file-closing steps.

Ongoing case monitoring

• Monitor active referred-out cases and cases in which the firm retains an interest through resolution.
• Obtain status updates at least quarterly, with more frequent follow-up for pending actions, significant developments, or deadlines.
• Obtain and save applicable documents, including signed agreements, filed petitions or complaints, settlement information, and withdrawal or closure letters.
• Record changes promptly and escalate missing updates or inconsistent information.

Referral relationships

• Maintain referral-partner information by state, practice area, case criteria, and availability.
• Build professional relationships through responsive communication, scheduled check-ins, and feedback on referral quality and service.

Records and financial reporting

• Keep practice management records and referral trackers current, including referral source, case type, state, responsible firms, status, class codes, agreements, last contact, next follow-up, and attorney-identified deadlines.
• Save correspondence and documents in designated case folders, protect confidential information, and maintain accurate notes.
• Audit records regularly, correct discrepancies, and submit Closing File Checklists for review before processing approved closures.
• Coordinate with Finance to obtain case-cost and trust-liability ledgers when needed.
• Communicate approved expense-reimbursement requests and track attorney-approved referral fees payable or receivable.
• Draft Closing Statements, compile payment documentation, and confirm receipt and reconciliation with Finance.
• Prepare scheduled reports on incoming and outgoing referrals, including review and placement times, pending and overdue matters, case updates, referral fees, and reimbursable costs.
• Identify bottlenecks and recommend improvements to the manager.

Required Qualifications

• Bilingual communication skills (English and Spanish).
• Paralegal degree, training, or certification (ABA approved program).
• Two years of personal injury or medical malpractice law firm experience in referrals, intake, legal assistant, paralegal, or case coordination.
• Clear, professional communication with attorneys, referral partners, prospective clients, and clients experiencing stressful circumstances.
• Strong organization, accuracy, and follow-through; ability to manage a high volume of matters, prioritize deadlines, and work independently while following procedures and escalating concerns.
• Proficiency with practice management or CRM systems, email, spreadsheets, electronic documents, and digital file management; ability to learn the organization’s systems and complete required training.
• Sound judgment with confidential information and a clear understanding of when attorney review or approval is required.

Preferred Qualifications

• Experience with personal injury or medical malpractice matters, law firm referral relationships, client transfers, or referral-fee tracking.
• Experience coordinating matters across multiple states.
• Paralegal training or certification.

Compensation & Benefits

• Compensation Range: Based on Experience, starting at $22/hour
• Paid Time Off and Paid Holidays
• Paid Parental Leave
• Retirement Plan with Generous Company Contribution Match
• Medical, Dental, and Vision Insurance
• Excellent working environment
• Opportunities to work remotely
• Opportunities for ongoing training and mentoring
• Opportunities to advance and grow

Location

Offices in Texas, Colorado, Arizona, New Mexico, and Florida; serves clients throughout the nation.

Application Process

Applications are accepted on an ongoing basis until a candidate is selected. Submit a resume and cover letter.